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UCPATH.UNIVERSITYOFCALIFORNIA.EDU UCPATH CENTER

PHCMWFAL300:Position Control

Workforce Administration

UCPATH CENTERUCPATH.UNIVERSITYOFCALIFORNIA.EDU

NameUniversity roleYears at UCExpectations for this

training

Attendees

NameUC roleUCPath roleYears at UCFunctional experience

Instructor

Introductions


Please turn off cell phonesNo email or web surfingReturn from breaks on timePlease use trash

receptacles in the room

Classroom Etiquette

Emergency evacuation proceduresRestroomsCourse duration: 4 hoursBreaks

Safety and Housekeeping

Training Logistics


Capture any questions or concerns that cannot be addressed during classProvide follow up to all attendees of this class

Parking Lot


1: Position Management Overview

2: View Position Summary Data

3: Add New Positions

4: Update Vacant Positions

5: Review Position Control Transactions

Course Agenda


By the end of this course, you should be able to: Identify features of the Position Management module.Explain the relationship between position data and job

data.View current and historical position summary information. Initiate a position control request for a new position. Initiate a position control request for updates to a vacant

position.Access and view existing position control request

transactions.

Course Objectives


Module 1

Position Management Overview


The module learning objectives are:Describe the Position Management

module within UCPath. List the benefits of using position

management.Explain the relationship between

position data and job data.Define position funding and

departmental budgets

Module Objectives

Module 1

Module 2

Module 3

Module 4

Module 5


Designed to maintain effective-dated history of all UC positions – filled and vacant.

Position Management Overview

• Link key data elements and facilitate hiring process.• Define reporting hierarchy and organizational structure of a

department.• Tie employees to accounting chart fields that determine how

labor costs are distributed.• Use position data for organizational planning, recruitment,

career planning and budgeting

Benefits of creating and maintaining positions


One-to-Many Position

One-to-One Position

All existing employees, including student employees, are assigned a position during conversion.

Most employees are assigned to a single headcount position (one-to-one).

Multiple headcount positions (one-to-many) used only for non-permanently-funded or non-represented positions.

For employees with multiple jobs, each assignment has a unique position number.

Position Pools are assigned to positions for Work Study funding purposes.

Only Contingent Workers who supervise others are required to have a position; otherwise they do not have positions.

How UC Uses Position Management


Many employees throughout the various UC Locations share the same title and job code, but each employee has a unique position number.

A position is like an empty box on an org chart. You assign: Business Unit, Job Code (title), Union Code, FLSA Status and more.The person who is assigned the box inherits those attributes and is referred to as the incumbent.

An advantage of using a position is that you can define the jobs in the department, even if people are not in them.

Job versus Position

PositionIndependent of

employee

PersonAn employee

Job The joining

together of a position and

person


Employee Job Data• Key job-related data default

from position data when employee is assigned to a position.

• Some position changes affect employee job data; for some updates, UCPath automatically maintains the current incumbent’s job data.

Position Data• Establishes key job-related

data elements.• Establishes departmental

structure and organizational hierarchy, including Reports To supervisor.

• Maintained whether position is filled or vacant.

Position actions and job actions can occur independently or simultaneously, depending on the change(s).

Relationship Between Position Data and Job Data


Job Codes, Positions and Employees

Job Code 001001 ADMIN AST 2

Position 40000001ADMIN AST 2 - PENSION

& RETIREMENT PROGRAM

Emilio Montoya

Position 40000002ADMIN AST 2 - LOCAL

HR SRVCSToya Walker

Position 40000003ADMIN AST 2 - UC

WASHINGTON CTRPriya Chopra

Position 40000004ADMIN AST 2 - IMMED

OFFICE GEN COUNSELLee Choi


Position management activities must begin prior to placing an employee into a position.

When a position is vacated, it should be evaluated based on the department's overall budget; it can be inactivated or remain open if there are plans to refill it.

Position updates are due to reclassifications, academic promotions, increases in percent time and so forth.

Position-only updates can occur for several reasons, such as a change to the UC Employee Relations Code, Mail Drop number and so forth.

When to Use Position Data


When an employee is hired, or when there is a promotion or transfer, they

are assigned a new position. All position attributes flow to job data; re-

entry of data is not required.

A position is static until there is a need to maintain it; that is, it is not

updated until a change is necessary.

Incumbent history is stored in Job Data tables, which allows for the

reporting of data.

Reclassifications and other position changes begin with an update to the position record. If the effective date is a current or future date, the system

automatically updates the incumbent’s job data.

How Position Data Works


Locations can group jobs with the same attributes into one position rather than creating a unique position for every job.

One-to-many positions have multiple headcount and/or incumbents.

Employees must share certain position attributes in order to be assigned to a multi-headcount position.

Auditing is critical before making any position change when there is more than one incumbent. If not, employee job records could be updated inadvertently with incorrect information.

Multi-Headcount Positions

Ringo Allen

Job Code 123456

Position Number

12345678

RonaldoMeith

Mack Miller

Summer Garcia


UCR will use Smart HR Templates in UCPath to initiate hire, rehire, data change and retirement/termination transactions.

Position Data and Smart HR Templates

For most templates, the UCR template Initiator must enter a Position Number (required field)

UCPath includes customizations to auto-populate position attributes into the template

After the UCR Initiator submits the template, it is routed for local approval

Upon local approval, the template is processed by WFA Production at UCPC and data are written to Personal Data, Job Data and Person Profile components in UCPath


Position Data and Smart HR Templates (cont’d)

Smart HR templates are customized so that position attributes default from the position number entered. Most fields that auto populate from the position number are grayed out indicating they are view only, including Business Unit, Department, Location Code, Job Code and so on.


UCR will initiate PayPath transactions for position changes that impact an incumbent employee’s job record.

Position Data and PayPath Transactions


Position Management Roles

Positon Initiator[SSC Fulfiller]

Enters and submits a Position Control

Request for approval.

Cannot approve their own transactions.

Approver[AWE Approver]

Reviews and approves Position Control Requests.

Adds ad hoc Approver/ad hoc reviewer to AWE workflow when

necessary.

Position Administrator

Has access to the Position Control

Request page and the Add/Update

Position Info component.


Navigation: PeopleSoft Menu > Organizational Development > Position Management > Maintain Positions/Budgets > Add/Update Position Info

Delivered Position Management (Position Admin’s view)


Departments request creation of a new position or updates to existing position, and obtain necessary pre-approvals before system entry. For executive positions (SMG) and

coaches, Locations cannot create until additional documentation is received, such as Board of Regent’s approval. Position Control Requests utilize

Approval Workflow Engine (AWE) to route requests locally for approvals before writing to UCPath.

Position Approvals


Funding refers to the assignment of the account(s) that pays for a position’s compensation. Budgeting for positions involves departments

estimating salary expenditures and comparing estimates with actual expenditures. Take position funding and department budgets

into consideration when creating a new position or updating an existing position. That is, determine whether the funding or budget also require updates.When a position is vacated, it should be

evaluated based on the department's overall budget; it can be inactivated or remain open if there are plans to refill it.

Position Funding and Departmental Budgets

Department BudgetPosition Funding


Position numbers are eight numeric characters and are auto generated by UCPath; there is no smart coding in the number.A position is required to hire or rehire an employee.Positions can be maintained even when vacant. Employees can be assigned to more than one position

when they have more than one job.Positions are typically assigned to only one employee.

Some positions can be multi-headcount positions, but there are many attributes that must be shared.Only Contingent Workers who supervise others are

required to have a position; otherwise they do not have positions.

Points to Remember


Check Your Understanding

https://play.kahoot.it/#/lobby?quizId=6003a121-5e9f-4e81-990e-31d32ad7a2cc


Module 2

View Position Data


The module learning objectives are: List the view-only pages and reports for

viewing position summary data.View position summary data.

Module Objectives

Module 1

Module 2

Module 3

Module 4

Module 5


View position information using various UCPath components/pages. Use the Add/Update Position Info component to view

detailed information for a specific position.

View Position Information – Overview



Search for Position

Use the Find an Existing Value page to search for a specific position. If you do not know the position number, you can use other search fields.

Select the Include History option to access and view position data rows.

If you know the position number, enter it and click Search.

If you do not know the position number, you can use other known values, as in this example.



View Position Data

This example shows a position that had an upward job reclassification (JRU) after the position was initially created in UCPath.

Notice that there is more than one row of information for this position record. Historic and future-dated data appears when you select the Include History option.


This is your opportunity to practice this task on your own. Launch the Try It version of the topic.

View Position Information

Exercise

https://sp.ucop.edu/sites/ucpathhelp/Pilot_Location/LOCplayer/data/tpc/3145ccf3-92ae-4295-ad0d-a6914508380e/topic.html?Mode=T&SpecMode=Y&printitname=3145ccf3-92ae-4295-ad0d-a6914508380e_SPD.pdf


Additional view-only pages in UCPath provide an overview of current and historical position data.Available summary pages are:

View Position Summary Information

Position Summary

Displays current and historical information

for a position on three tabs: General, Work Location and Payroll Information

Position History

Displays summary data for currently and previously assigned

incumbents, including name,

position entry and exit dates, and

compensation rate

Vacant Budgeted Positions

Displays summary data for a

department’s vacant positions, including position number,

description, position status and reports to

position


Use to view a position’s current and historical summary information.Navigation: PeopleSoft Menu > Organizational Development > Position Management > Review Position/Budget Info > Position Summary

Position Summary

This example shows an Admin Manager position that had an upward job reclassification (JRU) after the position was initially created in UCPath.


Use to view information for incumbents currently and previously assigned to a position.Navigation: PeopleSoft Menu > Organizational Development > Position Management > Review Position/Budget Info > Position History

Position History

Click to display Salary Components page, which displays salary details for the position entry and exit dates, depending on which link you click.

This page displays the employee’s position entry date and exit date (if applicable), compensation amount, salary plan and grade and exit reason (if applicable).


Use to view a summary of a department’s currently vacant positions.Navigation: PeopleSoft Menu > Organizational Development > Position Management > Review Position/Budget Info > Vacant Budgeted Positions

Vacant Budgeted Positions

In this example, there are 83 vacancies in the selected department.


Several reports you can run to view position details Navigation: PeopleSoft Menu > Organizational Development,

Position Management, Position Reports > [select appropriate report]

Run Position Management Reports

Report Name Description

Position Status (POS001) Lists the types of positions and all filled and vacant positions.

Active/Inactive Positions(POS002)

Lists the current position-related data for active positions, inactive positions, or both, depending on which report you select to run.

Incumbent History (POS003)

Lists, by position, all current and former incumbents, beginning with the current incumbent for each position and going back in time. Prints entry and exit dates for each incumbent, and starting and ending salaries.

Active Position History(POS004)

Lists all current and historical data related to a position, for all active positions.

Vacant Position(POS007) Lists all currently vacant, budgeted positions.



View Position History Data

Exercise

https://sp.ucop.edu/sites/ucpathhelp/Pilot_Location/LOCplayer/data/tpc/c1d3869c-cf0e-4304-b9bd-8506f6740948/topic.html?Mode=T&SpecMode=Y&printitname=c1d3869c-cf0e-4304-b9bd-8506f6740948_SPD.pdf


Having completed this module, you should be able to: List the view-only pages and reports for

viewing position summary data.View position summary data.

Module Objectives Review

Module 1

Module 2

Module 3

Module 4

Module 5



https://play.kahoot.it/#/lobby?quizId=0ad67529-ee10-47de-900a-99d471691ed4


Module 3

Add New Positions


The module learning objectives are:Describe the add a new position

process. Initiate a position control request for a

new position.

Module Objectives

Module 1

Module 2

Module 3

Module 4

Module 5


When a department identifies the need for a new position, it can be requested in UCPath. Refer to your Location’s business process for guidelines on the pre-approval process. Org/department provides necessary

position information to Position Initiator for entry into UCPath.Position Initiator requests new

position through Position Control Request page, which is routed through AWE workflow.

Add New Position – Process Overview


Navigate to Position Control Request

page

Select Add New Position

option and click Next

Enter position information

Click Save and Submit

to route request

through AWE workflow

Add New Position – System Process


Navigation: PeopleSoft Menu > UC Customizations> Position Control Request The system displays the Add/Update Position Request page. Click the Add a New Position option and click Next to begin the

steps for adding a new position control request.

Add/Update Position Request Page


Position Control Request Component

Use the Position Control Request component to enter details regarding the new position you are requesting.

The initial steps for requesting a new position include entering the date on which the position becomes effective, entering job information, including the job code and specifying work location information.



Initiate New Position Control Request

Exercise

https://sp.ucop.edu/sites/ucpathhelp/Pilot_Location/LOCplayer/data/tpc/b20eb855-e343-476f-a8ff-2761fc464a39/topic.html?Mode=T&SpecMode=Y&printitname=b20eb855-e343-476f-a8ff-2761fc464a39_SPD.pdf


When you successfully save and submit a Positon Control Request transaction, the system automatically routes it to the appropriate Location Approver(s).

Approval Workflow

The bottom portion of the Supporting Documents page displays the approval flow and the Approvers to which the system routes the transaction. In this example, there are two levels of approval and multiple Approvers set up at each level. The transaction is pending the first level approval.

To display the specific Approvers’ names for an approval level, click the Multiple Approvers link.


System-generated notifications confirm when your Position Control transaction is submitted and when it is approved.

Email Notifications


You can copy information from an existing position in UCPath to initiate a request for a new one.

Copy an Existing Position

Click Initialize to begin the steps for copying data from an existing positon.

The system displays the Default Position Data dialog box, which you use to specify the position from which you want to copy data.



Initiate New Position Control Request – Copy Existing Position

Exercise

https://sp.ucop.edu/sites/ucpathhelp/Pilot_Location/LOCplayer/data/tpc/94665d71-cf92-4226-93d9-394b6cbeb8f7/topic.html?Mode=T&SpecMode=Y&printitname=94665d71-cf92-4226-93d9-394b6cbeb8f7_SPD.pdf


Having completed this module, you should be able to:Describe the add a new position

process. Initiate a position control request for a

new position.


Module 1

Module 2

Module 3

Module 4

Module 5



https://play.kahoot.it/#/intro?quizId=9ab7e301-0b08-4065-b376-c65ec4c1e634


Module 4

Update Vacant Positions


Module 1

Module 2

Module 3

Module 4

Module 5

The module learning objectives are:Describe the update vacant position

process. Initiate a position control request for

updates to a vacant position.

Module Objectives


There are times when you must update a vacant position’s data, such as the reports to position, job code, salary plan and so forth. A vacant position is unfilled on or after the effective date you enter

on the Find an Existing Value page of the Position Control Request. Since there is not an incumbent employee, there are fewer

downstream effects to updating a vacant position. You initiate updates to a filled position via a PayPath transaction. Position Administrators must enter updates to the Business Unit

or Department using the Add/Update Position Info component. If you are unsure of which position updates to make by initiating a

Position Control Request, refer to your Location’s business process.

Update Vacant Position – Process Overview


Navigate to Position Control Request

page

Select Update Vacant

Position option and click Next

Search for and select appropriate

position

Update appropriate

position data

Click Save and Submit

to route request through

AWE workflow

Update Vacant Position – System Process


Navigation: PeopleSoft Menu > UC Customizations > UC Extensions > Position Control RequestThe system displays the Add/Update Position Request page. Click the Update Vacant Position option and then click Next to begin the steps for initiating a position update control request.

Add/Update Position Request Page


Use the Find an Existing Value page to search for the vacant position you want to update.

Enter the appropriate position number or other search criteria and click Search.

Find an Existing Value Page

The search results section displays only those vacant positions that match the search values you entered.

Click the Select button next to the position you must update.


Use the Position Control Request component to make changes to an existing position, such as moving the position from one department to another, updating the work phone or updating the position status.


The initial steps for updating a vacant position are ensuring the head count is 0 and selecting the appropriate reason for the update.


There are several Reason Codes associated with a position update in UCPath.

Reason Codes

• Change in Duty Station • Conversion Use Only • Position Data Correction • Change in Working Title • Update Employee Relations Code • FLSA Update- Does Not Meet • FLSA Revert • FLSA Override Due to Review • Inactive - Bus Unit Transfer • Inactive - No Plan to Refill • Position Inactivated • Job Data FTE Override • Job Reclassification -Downward • Job Reclassification - Lateral • Job Reclassification - Upward

• Update Mail Code • Permanent Increase in Time(FTE) • Position Only Change • Permanent Reduction - Layoff • Promotion • Permanent Reduction in Time(FTE) • Regularization • Re-Organization/Restructure • Reports To Change • Series Change • Temporary Increase in Time • Temporary Reduction in Time • Transfer



Initiate Update Vacant Position Request

Exercise

https://sp.ucop.edu/sites/ucpathhelp/Pilot_Location/LOCplayer/data/tpc/241578d5-3870-4aaf-8ea3-c40929174d2c/topic.html?Mode=T&SpecMode=Y&printitname=241578d5-3870-4aaf-8ea3-c40929174d2c_SPD.pdf


Having completed this module, you should be able to:Describe the update vacant position

process. Initiate a position control request for

updates to a vacant position.


Module 1

Module 2

Module 3

Module 4

Module 5



https://play.kahoot.it/#/intro?quizId=cf2eb5b1-5475-4f6c-809c-669f3a5a9ce8


Module 5

Review Position Control Transactions


Module 1

Module 2

Module 3

Module 4

Module 5

The module learning objective is:Access and view existing position

control request transactions

Module Objectives


Use the same page on which you begin the steps for adding a new position or updating a vacant position to review transactions you’ve submitted.

Review Position Control Transactions

Click the Review Transaction option and click Next to begin the steps for viewing an existing position control request.


Find an Existing Value Page

Use this page to enter known search criteria to narrow the search to only the position control transaction(s) you want to view.

You have the option to search for requests with any status by leaving the Approval Status field blank or you can search for requests with one or more specific statuses.

When the Search Results display more than one transaction, click the one you want to view.


Navigation: PeopleSoft Menu > Self Service > Review Transactions

Review Transactions Page

Use this page to search for and access Position Control transactions you have submitted for approval.


Having completed this module, you should be able to:Access and view existing position

control request transactions


Module 1

Module 2

Module 3

Module 4

Module 5



https://play.kahoot.it/#/lobby?quizId=8d6ee70b-e4bb-4216-849f-0ca0e054898b


Course Review


Course Agenda

1: Position Management Overview

2: View Position Summary Data

3: Add New Positions

4: Update Vacant Positions

5: Review Position Control Transactions


Position Control Requests utilize AWE to route transactions locally for approval before writing to UCPath. Because there is not an incumbent employee, there are fewer

downstream effects to updating a vacant position. A vacant position is one that is unfilled on or after the effective

date you enter on the Find an Existing Value page of the Position Control Request. There are several Reason Codes associated with a vacant

position update in UCPath, including Change in Working Title, Update Mail Code, Position Data Correction and more. UCPath provides view-only pages, which display current and

historical position data. For example, use the Position Summary page to view a position’s current and historical summary information.

Putting It All Together


Having completed this course, you should be able to: Identify features of the Position Management module.Explain the relationship between position data and job

data.View current and historical position summary information. Initiate a position control request for a new position. Initiate a position control request for updates to a vacant

position.Access and view existing position control request

transactions.

Course Objectives Review


The UCPath Help site is your first level of support. Search for conceptual content, job aids or step-by-step instructions for UCPath tasks. From the UCPath portal homepage, expand the Help /

FAQ section on the left side of the page and then click the appropriate link to open the site. An Adobe PDF version is available for users with screen readers. From any UCPath page or component, click the Help link

in the upper right corner of the page to find help topics specific to the page/component.

Where to Get Help

https://sp.ucop.edu/sites/ucpathhelp/Pilot_Location/LOCplayer/data/toc.html


Have additional questions? Send your questions to [email protected]. A FOM|UCPath Trainer will get back to you within 48 hours

Additional Help

mailto:[email protected]

UCPATH.UNIVERSITYOFCALIFORNIA.EDU UCPATH CENTER